As a business owner, it is a responsibility, not just good operating practice, to protect sensitive information. Whether it be client information, employee information, or financial records, failure to appropriately safeguard these documents can have serious implications. Of course one of the most simple ways to eliminate the risk of a data breach is to hire a document shredding service.
But how will you know if your business needs one? Here are five unmistakable signs that it’s time to take document disposal more seriously.
Let’s dive in to know.
1. You’re Storing Piles of Old Documents
When you have filing cabinets or storage rooms overflowing with old files, it’s not a good sign. Not only are these files taking up precious office space, but they are also a liability, with the possibility of exposing your organization’s information. You may think that old invoices or television resumes are no longer relevant. But if they have names, addresses, or financial information, they are still sensitive.
A professional document shredding service can help you effectively purge that clutter without endangering your data.
2. You Handle Confidential Information Regularly
Every business collects some level of personal information. If your business requires you to manage legal, financial, or healthcare documentation, the risk is even greater. It is your legal responsibility to protect sensitive data. And you could incur large fines and suffer reputational loss if you fail.
Shredding old or unused documents regularly protects your confidential information from being compromised or used inappropriately. It demonstrates to clients and business partners that you take their data privacy seriously.
3. You Rely on Office Shredders
Numerous companies depend on small, office-grade shredders. While this may seem to be the most economical solution, depending on the nature of your business, it may not be the safest or most effective option. Due to the lower price point, these machines may jam, overheat, or only shred small amounts of documents at a time. Additionally, shredding paper takes time that employees would otherwise spend fulfilling their business responsibilities and serving customers.
Outsourcing the shredding of documents allows employees to focus on productive work and confirms that the work is being completed, reliably, and securely, not like throwing documents into the shredder. Shredding companies use industrial-grade shredders that shred large amounts of paper into thousands of fine pieces, unreadable in a matter of minutes.
4. You’re Worried About Identity Theft or Data Breaches
Cybersecurity grabs the attention, but physical documents can be just as vulnerable. Dumpster diving is still alive and well. Thieves are looking for personally identifiable data in discarded files, especially when businesses clean out files or move.
Secure shredding gives you and your business protection against identity theft, corporate espionage, and even lawsuits. With a proper shredding process, you have full control on who accesses your data and how it gets disposed of.
5. You Need to Meet Compliance Standards
From GDPR in Europe to HIPAA in the U.S., data protection laws are strict and they apply to physical records too. If your business is audited and can’t show that you have a clearly defined process for disposal of sensitive documents, you could find yourself in a legal dilemma.
On-site shredding services provide extra assurance from a security and compliance point of view. These commercial document shredding services show up at your location, destroy documents within your eyesight, and provide a certificate of destruction for your records. This not only is fast and secure but proves your company is doing the right thing in every respect.
In a Nutshell
Secure shredding is not just for large organizations. Small and mid-tier businesses can also be victims of data theft and therefore identity fraud too. If your workplace has displayed any of these symptoms, it shows the need for action.
By having a secure shredding partner, you can keep your mind at ease while looking forward to an empty space, an improved workflow, and protecting your clients and your employees and your business.
With on-site shredding, you don’t even have to leave the office. Professionals come to you and destroy sensitive documents right on your premises, allowing everything to stay safe at your location and protected.
So, take a moment or two to consider how your business manages paper records. A secure shredding could be the last link in your data protection chain.
